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| 1. Introduction |
Status
| MESSAGE TYPE | : RECADV |
| REFERENCE DIRECTORY | : D.01B |
| EANCOM® SUBSET VERSION | : 008 |
Definition
The Receiving Advice message addresses the business needs related to the receipt of goods. It is used either:
- to confirm reception of goods
- in conjunction with the Despatch Advice message to confirm receipt or to advise discrepancies following the reception of goods and/or the controlled contents of a despatch which has been accepted (the waybill is signed).
- to inform about discrepancies between goods received and goods ordered/planned.
Principles
The message relates to one consignor and one consignee and is initiated by the party who has received the goods and/or services according to agreed conditions.
The message relates to a single despatch point and a single receiving point. It may cover a number of different items or packages.
It allows the buyer or recipient of goods to provide the supplier or respective agent with;
- a confirmation of the receipt of goods
- a notification on discrepancies between the number of items RECEIVED AND ACCEPTED and the number of items despatched (and/or ordered)
- a notification or instruction concerning the acceptance or suggested actions for the identified discrepancies.
- an instruction for corrections to be undertaken on the invoice or credit notes to be issued which are based on the despatch advice or despatch note. The receiver of goods may also correct internal invoice(s) for goods which are eventually passed on to the final customer.
The Receiving Advice should always be sent by the buyer to the supplier or their respective agents after the goods are physically received and inspected.
The message should be sent within a commercially agreed time period e.g. 24 hours after receipt of goods. This makes it possible for the supplier to check the data of the despatch, adjust the invoice or issue a credit note, control internal procedures, count stock etc.
Scenarios for the Receiving
Advice Message
Any number of business needs and actions affecting the whole production/ordering, delivery and invoicing cycle can arise as a result of the actual delivery of goods.
Discrepancies between goods received and accepted, and goods expected to be delivered might lead to adjustments of delivery schedules, orders, invoices, etc. These actions may be covered by the Receiving Advice, other EDI messages and via other communication channels.
Trading partners should review their business procedures and identify those functions and actions which may be covered by the Receiving Advice message. Scenarios covered by the Receiving Advice message can range from simple to complex, determining the ease and degree of automation.
Simple Scenario
Within a simple scenario, the Receiving Advice message is only used to confirm or advise discrepancies related to the Despatch Advice or note.
When only confirming or rejecting the reception and acceptance of goods, only the header section of the Receiving Advice message need be transmitted. Confirmation of reception might trigger invoicing for goods and services or may be used by the supplier to control the performance of contracted transportation services.
Within a simple scenario, the Receiving Advice is only used to notify discrepancies between goods received and accepted and goods despatched as communicated in the Despatch Advice. In these cases, the Receiving Advice will usually involve information related to goods lost, stolen or damaged in transit, short or excess shipments, unknown items, etc.
Any adjustments to delivery schedules or purchase orders will have been dealt with beforehand or will be handled through other EDI messages or by other communication channels.
Actions to be taken related to any discrepancies may be agreed beforehand and can be specified in the interchange agreement.
Complex Scenario
The functionalities covered by the Receiving Advice within a more complex scenario may include those described above as part of the simple scenario and in addition, information or instructions which might alter an existing delivery schedule, outstanding order, invoice, etc.
Within a more complex scenario the Receiving Advice message might notify discrepancies for both despatched and received and accepted quantities AND despatched and ordered or planned quantities, e.g. a Receiving Advice could change the status of a line item on backorder by requesting a new delivery date, cancelling the item, etc.
Within a more complex scenario, suggested actions or instructions relevant to delivery discrepancies may vary depending on stock situation, sales forecasting, etc.
Structure of the Receiving Advice Message
The EANCOM® Receiving Advice detail section contains two distinct structures.
1. CPS-PAC Segment Group
Structure
The first is the CPS-PAC Segment Group structure which can be used to provide information at the shipping container level, (e.g. containers which have been damaged, serialised containers unknown at the reception point, etc.)
This group of segments allows for the provision of shipping container identification numbers. The function or meaning of the identification numbers transmitted in this part of the message should be bilaterally agreed by trading partners and described in the PCI and GIN segments at the CPS-PAC level.
2. CPS-LIN Segment Group
Structure
The second option is CPS-LIN Segment Group structure which can be used to provide detailed receiving information for a particular item (see Receiving Details per Item below). The item may be contained within any given number of shipping containers which are part of the delivery.